1. Competitive Procurement
  2. Planning your Procurement
  3. Procurement Requirements and Approvals

Procurement Services is here to support Carleton faculty, staff, and researchers throughout the entire procurement process. Our team is happy to assist you with any legal and regulatory requirements, policies and procedures, risk management, tendering and contracting.

Faculty and staff should familiarize themselves with the Procurement Policy.

Questions? Email us at procurementservices@carleton.ca

Competitive Procurement

As a Broader Public Sector institution, the University is legally required to engage in competitive procurement. This requirement is outlined in the University’s Procurement policy, Ontario’s Broader Public Sector (BPS) Procurement Directive, and other relevant trade agreements.

Planning your Procurement

There are several key things you need to know to determine how to conduct your Procurement.

  1. Determine the anticipated Total Procurement Value. This will determine the available options for your method of Procurement under the Competitive Procurement rules.
  2. Confirm whether there any related policies or processes you need to follow. For example, are you procuring software or Consulting Services? Are you planning to hire an Independent Contractor? Read below for some important considerations.
  3. Decide whether you need support from other stakeholders to define all of your requirements for the goods or services.

Procurement Services is here to help you navigate these questions – contact us early to ensure your timelines can be met.

Environmental, Social, and corporate  Governance (ESG) Procurement Considerations

Carleton University recognizes the importance of both Accessible Procurement and Sustainable Procurement for purchases of all sizes. For more information, please see the Procurement policy.

Independent Contractors

Any time you engage an Independent Contractor as a result of your procurement process, you must complete the Independent Contractor Questionnaire in eShop in addition to adhering to the Procurement Policy.

Payment Card Industry (PCI) Requirements

Any purchase that will facilitate acceptance of credit card payments must adhere to the Payment Card Industry Data Security Standard (PCI DSS). Contact PCICompliance@cunet.carleton.ca early to ensure you are incorporating all PCI requirements in your procurement process.

Software Purchases and Software Licensing

Any purchase that may result in the storage or transfer of internal, confidential, or sensitive information must follow the Cloud Computing Security policy, including completion of a Data Protection Risk Assessment, where applicable.

Where the anticipated value of a purchase is $100,000 or more over the life of the contract (including any options for extensions), Procurement Services will facilitate this process as part of your Open Competitive Procurement; otherwise, initiation of the DPRA process is the purchaser’s responsibility, and completion will be validated by Procurement Services when a requisition is submitted.

Procurement Requirements and Approvals

Procurement Type Total Procurement Value (Before taxes) Means of Procurement Approval Required
Non-Competitive $0.00 – $10,000.00

(excludes Consulting Services)

Invitational Competitive $10,000.01 – $50,000.00

($0.00 to $50,000.00 for Consulting Services)

Above, plus:
  • Manager, Procurement Services for $25,000 and higher.
$50,000.01 – $99,999.99
  • eShop Vendor of Record catalogues, or
  • eShop purchase requisition to an approved Vendor of Record, or
  • eShop purchase requisition with a minimum of three quotations attached.
As above.
Open Competitive $100,000.00+ Above, plus:
  • Department Head, and
  • Director, Strategic Procurement
$500,000.00+ Above, plus:
  • Associate Vice-President (Financial Services)

*If you think your purchase is a special circumstance where competitive procurement (as defined by the above threshold requirements) is not possible, please refer to the Limited Tendering Exceptions process.

Travel and Expense System

Purchases of goods and services under $10,000, which are in accordance with this Policy and any related policies and for which the means of procurement outlined above are not practical, may be reimbursed through the Travel and Expense system, with the appropriate supporting documentation and one-up approvals.

Vendors of Record

Multiple quotations are not required for purchases valued less than the CETA competitive threshold (Goods and Services) from a Vendor with an approved Vendor of Record contract with the University, unless stipulated otherwise in the administrative directions of the competitive procurement.